The successful implementation of a videoconference system is key in
any corporate telecommunications strategy. Once the decision has been
made to integrate such a system, the whole project becomes exposed to
the scrutinizing eye of management, potential users and often outside
corporations "looking in" to see if videoconferencing is a
valid modern-day productivity tool. Although a broad range of technical
parameters as well as human perceptions and attitudes need to be
addressed, it is not difficult to orchestrate a videoconferencing plan.
It does, however, require diligence in attention to detail of all the
interacting parameters. This article offers practical considerations
based upon experience gained as a videoconferencing systems integrator.

Most videoconference systems are managed by the telecommunications
staff of the company. A single person is usually the pivotal point for
selling the idea to corporate management, justifying and procuring funds, properly applying videoconferencing technology to the situation
and interfacing with end users. A problem occurs many times in properly
meshing corporate management's view of what videoconferencing
should do with the day-to-day desires of end users. The deciphering of
what the true corporate requirements are is the delicate task of the
videoconferencing manager. For maximum productivty and best
cost/performance ratio, the system functions and hardware need to be
closely aligned with actual requirements.

The following parameters are the main areas where clear-cut
decisions need to be made. These, of course, are to be tempered by
future growth and availability of equipment and communication channels.
Decide on System Type

The first question to be answered is whether to use a
limited-motion or freeze-frame system. Keep in mind that neither option
will look like a Hollywood production. Limited-motion almost
exclusively shows the conferees sitting on one side of a semi-circular
table. Its intent is to allow intimate face-to-face meetings. In most
applications the cameras are fixed and show a panoramic view of the
conferees. The system operates in real time, and very little operator
intervention is necessary, but it requires expensive communication
channels and equipment. Freeze-frame installations typically have a
remote-controlled camera for giving an initial view of the conferees.
After the meeting is underway, attention is focused on graphics material
placed on a special stand or viewed by the remote-control camera on a
wall. An operator needs to press a button to send desired images to the
other site. Freeze-frame is the most adaptable to technical meetings and
is less expensive to buy and operate. Pay Attention to Audio

Second, the type of audio system requires attention. The
conversational exchange is still the most important aspect of
videoconferencing. Attention to audio is often slighted until the
installation is complete because it is less spectacular than video. At
that point it becomes very apparent in a poorly designed system that
audio is something we take for granted. Bear in mind that the audio
will not have the quality of "just like" being in the room at
the other site. Full-duplex audio is what we expect after using the
common telephone, allowing both parties to speak and to be heard
simultaneously. Because of room acoustics and the resulting feedback,
this system has its limiations. Half-duplex, with its annoying cut-off,
is familiar to most speakerphone users, but is usually not acceptable
for videoconferencing. The best-suited audio systems are those that
employ "quasi-duplex" audio. They use microphone gating,
level shifting, echo suppression and interrupt capability for the best
trade-off in performance.

The extent of networking is the third Question. In the past, most
systems have been installed on a point A to point B basis. This has
been for three reasons. The first is that videoconferencing is so new
that companies want to ascertain the viability of installed systems.
Second, point A to point B systems are the least complicated from both
technical and user viewpoints. Last, complex network systems are much
more expensive to install. Yet, as more and more companies turn to
videoconferencing, increasing numbers of intra-company networks have
been formed. The creation and control of a company network requires
considerable effort from the telecommunications staff. The bottom line
appears to be: use separate point A to point B systems unless networking
is absolutely required. In any case, plan for the possibility of some
kind of networking in the future. Plan Operator Control

The last major question, and an often neglected area in the
planning stages of a videoconference system, is that of operator
control. In actuality it is the makeup, ability and perception of the
operator that dictates the requirements of the system. Because of the
real-time nature of limited-motion and its use of fixed cameras, system
control is reduced to just a few buttons. Thinking through all the
possible algorithms of a conference alows the system planner insight
into the best way to allocate functions to push buttons on a control
panel. It cannot be over-emphasized how crucial this point is. In
freeze-frame systems it is more acute because an operator is required to
transform a static system into one that provides a continuous flow of
information to keep pace with the meeting.

Limited-motion systems will never need an operator separate from
the conferees under most circumstances. On the other hand, complex
freeze-frame systems that use multiple, movable cameras with picture
buffers and more than two monitors almost always require a separate
operator to to ensure a well-coordinated meeting. However, a
limited-function control panel with defaults allows a conferee operator
to successfully control such a system. No matter what the situation is,
there always seems to be two conflicting viewpoints: limit the control
to the operator so they will not get confused, or give the operator
complete control of all the bells and whistles to take full advantage of
the system's capabilities. The answer lies in going back to: who
the "average" operator is; the possible and desirable
algorithms of a meeting; the complexity of the system and its peripheral
devices (facsimile, 35mm projectors, VCRs and so on). Many control
panels look aesthetically pleasing and deceptively adequate at first
glance, yet few control panels accomplish the original goals of the
system planner in a convenient manner.

There is still very little equipment manufactured expressly for
videoconferencing. Video codecs and audio systems are in essence the
only pieces of equipment manufactured for the videoconferencing
marketplace. Cameras, monitors, peripheral equipment and system
controllers from other market places are either modified or are
custom-made to meet the needs of the videoconference environment. Most
system have "black boxes" used by the integrator to control,
generate and modify electronic signals. Video Codec Critical

The most critical piece of equipment is obviously the video codec.
Its selection has long-range effects in the area of compatibility with
other networks, future standards, conversion to different transmssion
speeds, future multiplexing of data and the stability of the
manufacturer for parts and service. This is more critical for
limited-motion codecs as opposed to freeze-frame codecs. While
selecting a limited-motion codec, don't overlook the wide range of
graphics resolution and handling capabilities available among
manufacturers. This is because an increasing number of limited-motion
rooms are now including a type of workstation for graphic materials.
Other key items to look for are extended audio bandwidth, remote control
capabilities and internal diagnostics.

Manufacturers of audio systems suitable for videoconferencing are
more limited than for codecs. Look for ease of control and adaptability
to changing accoustical environments. Placement of microphones,
speakers and interconnecting wires is a dilemma reserved for the
consultant or systems integrator. The audio system should be thoroughly
demonstrated under actual operating conditions by the prospective
manufacturer. A side benefit of this demonstration is the opportunity
to properly choose among the many types of microphones and speakers
available.

Cameras and monitors should also be demonstrated if possible. A
"good" camera or monitor is not necessarily the
"best" for a given environment. Pick the monitor that gives
the best apparent resolution and quality of color to the average
viewers. Controls are also key. Some monitors are easier for operators
to adjust than others. Cameras are more critical. Choose a camera that
gives good color and a minimum of noise in a low light level. High
lights in a conference room add glare and make conferees uncomfortable.
The last factor is the ease of performing white balance and the color
stability of the camera. A camera that electronically stores white
balance indefinitely requires no setup before each meeting. Room
Considerations

Many corporations remodel old conference rooms to provide their
videoconference facilities. This poses several potential problems: the
room is shaped wrong or is not adequate in size; lighting is of the
wrong type and intensity; sound treatment is usually nil; power outlet
location is inadequate; there's no room for equipment; air
conditioning and heating are noisy; communications ports are minimal;
and there's a lack of built-in conduits to eliminate cords on the
floor. Certainly the best alternative would be to have a room custom
built when a new building is erected, but this is seldom the case.

In most rooms, the above deficiencies can be corrected. The main
problem that arises in this area is expense. The cost of remodeling a
room often becomes a significant part of the videoconference system.
Add to this the costs of a custom table, chairs and credenza, and
justification of the expenses becomes more difficult. System planners
again need to realize that concessions need to be made in order that the
true corporate requirements are met. Many companies simply are not able
to budget the money required for a deluxe videoconferencing room, yet
most can afford a workable system.

Videoconference systems are not known for being used to capacity as
soon as they are operational. The implementation plan has actually just
begun when the doors of the new room open. Preliminary
"propaganda," articles and meetings are necesary beforehand to
prepare and condition future users of the facility. Successful
videoconference companies even print glossy brochures explaining the
concept, layout, availability and operating instructions of the
facility. Emphasize User Training

Education of the user is tremendously important in the development
of high system utilization. A partial list of important topics would
include: What is a videoconference?, why videoconference?, applications,
planning a videoconference, preparing graphics, conferee interaction,
misconceptions and pitfalls, scheduling and future potential.

The potential system planner is referred to the growing list of
books, newsletters, articles and excellent seminars on the subject.
Consultants and system intergrators are also excellent sources of
information. They are professionals experienced in guiding clients all
the way from concepts to an installed teleconference system. The
successful system planner must tap all these sources to keep up to date
and implement dynamic videoconferencing in their own company.

COPYRIGHT 1985 Nelson Publishing
No portion of this article can be reproduced without the express written permission from the copyright holder.